Document Control Specialist

Job Description Job Description Primary Purpose: Serve as the engineering facing document control specialist: execute engineering document control standards, represent document control at engineering kickoffs, create distribution criteria, approve engineering metadata and numbering standards, coordinate engineering baselines and configuration control, and perform the authoritative upload/publishing of engineering deliverables into the Electronic Document Management System. Accountability and Ownership: Accountable for engineering taxonomy, engineering specific quality acceptance criteria, metadata/numbering standards, and final upload/publishing of engineering deliverables (including baseline flags) into Hexagon SDX in compliance with project procedures. Accountable for approving release of Issued for Construction documents to construction (following Project Manager approval) and for ensuring engineering deliverables conform to the Master Document Register before publishing. Primary Responsibilities: Attend project and purchase order kickoff meetings to confirm engineering document control requirements. Facilitate the document control kickoff with contractors and outline required processes and procedures for engineering deliverables. Create and publish the project distribution matrix based on project contact lists and scope of work documents provided by the Project Coordinator. Approve project Microsoft Teams taxonomy and file structure populated by the Document Control Clerk. Define quality acceptance criteria for engineering deliverables and approve reviewer lists and schedules for Bluebeam review cycles. Assign and approve drawing and document numbering practices; maintain coordination with CAD and Product Data Management systems. Conduct initial quality and completeness checks (format, required attachments, naming and metadata) against the Master Document Register and engineering acceptance criteria. Validate pre upload quality assurance and execute authoritative uploads and publishing of engineering packages (10%, 30%, 60%, 90% milestones; Issued for Bid; Issued for Construction) into Hexagon SDX. Upload final drafted as-built documents and apply appropriate baseline and superseded document flags in coordination with CAD/PDM. Manage collection, distribution and filing compliance of controlled engineering documents and maintain configuration baselines (Issued for Construction and as-built ). Conduct periodic spot audits of engineering and functional filing; maintain required metadata models and ensure MDR alignment. Assist Project Managers and Engineers with archiving and retention of engineering records. Provide training and guidance on engineering submission requirements and metadata. Authority: Withhold engineering deliverables from external release until required internal quality assurance checks and sign offs are complete. Approve engineering metadata and numbering standards and apply baseline/revision flags at publishing. Direct the Document Control Clerk on upload package preparation and folder placement; escalate unresolved technical or document control issues to the Document Control Lead or Project Engineering Manager. Key Deliverables: Project distribution matrix; approved Microsoft Teams taxonomy for engineering; engineering Master Document Register alignment; approved transmittal packages; Issued for Construction release records; published engineering deliverables in Hexagon SDX with baseline flags; comment resolution matrices; metadata model; archived superseded drawings. Key Performance Indicators / Service Level Agreements: Ensure Master Document Register registration within 24 hours (team standard). Engineering internal quality assurance turnaround: recommended three business days. Upload/publish validated engineering deliverables to Hexagon SDX within 48 hours of final internal approval. Ensure engineering deliverables meet naming, versioning and metadata standards prior to publish (target 100 percent compliance). Coordinate to meet 10%, 30%, 60% and 90% milestones and Issued for Bid / Issued for Construction upload schedules. If in doubt If ownership or direction conflicts arise between engineering and other document control activities, the Document Control Lead is the final authority; escalate unresolved conflicts to the Document Control Lead for adjudication, Project Management Plan mapping, Document Management Plan; Quality Management Plan; Configuration Management Plan; Records/Retention Plan; Information Security Plan.